Oracle Fusion integration
This article refers to a feature that might not be available in your current Brex plan. If you'd like to learn more about this feature and how to unlock additional capabilities in Brex's upgraded plans, please have your account or card admin reach out to Brex Support by clicking on Support in your dashboard.
Overview
Brex's integration with Oracle Fusion streamlines financial data management by providing real-time visibility, easy customization, and efficient management of fields and workflows. The integration allows you to control spend, export financial data, and automate the import of your chart of accounts. Mapping rules help auto-categorize transactions, simplifying the financial management process. This comprehensive guide walks you through setting up the integration, whether you're a current Oracle Fusion user or considering it as a future option. Follow the steps below to set up your Oracle Fusion integration. If you need assistance, please contact your Brex representative.
Setup
Step 1: Sign into Oracle with an administrator account that has the Application Implementation Consultant role assigned. Step 2: Open Setup and Maintenance and click Search.
Step 3: Type “Manage Users” into the search bar and, when it appears under Name, click on it. Step 4: Click the plus (+) icon to add a user, insert the information, and click on Save and Close.
| Field Name | Value |
|---|---|
| Last Name | User |
| First Name | Brex |
| Use a distribution email address that can be managed by a team of individuals who will support the Brex integration. | |
| Hire Date | Enter the current date |
| User Name | Brex_User |
| User Notification Preferences - Send username and password | Checkmark the box to send the username and password to the address you entered above. You can also store your credentials in a secure password manager that appropriate administrators have access to. |
| Person Type | Employee |
| Legal Employer | Enter the legal entity for this user that corresponds to the parent entity you set up in your Brex account. |
| Business Unit | Enter the Business Unit for the user. |
Step 5: Click the three lines in the upper left to assign roles to the created user. Step 6: Go to Tools > Security Console. Step 7: Enter the username (Brex_User) and expand the users’ details.
Step 8: Click Edit to give the user roles. Step 9: Click Add Role, enter the role name in the search bar, and click Search. Step 10: Under Search Result Count, click on the role line item and click Add Role Membership. Repeat to add each of the following roles to the Brex user:
| Roles Name | Roles Description |
|---|---|
| ORA_PER_EMPLOYEE_ABSTRACT | Gives basic access to the instance and other screens, such as scheduled processes |
| ORA_FND_IT_SECURITY_MANAGER_JOB | A security console used for creating users and assigning them roles. |
| ORA_ASM_APPLICATION_IMPLEMENTATION_CONSULTANT_JOB | To check and validate configured setups |
| ORA_GL_GENERAL_ACCOUNTANT_JOB | (Required) To check whether the journals are created and posted |
| ORA_GL_GENERAL_ACCOUNTING_MANAGER_JOB | (Required) Gives advanced features in the GL module, like controlling period statues |
| ORA_GL_FINANCIAL_ANALYST_JOB | Not required |
| ORA_FUN_INTERCOMPANY_ACCOUNTANT_JOB | To access the intercompany module |
Step 11: After adding the above roles to the user, click Save and Close. Step 12: In the search bar, type Manage Data Access for Users and, when it appears under Name, click on it.
Step 13: Click the plus icon (+) and enter each access role defined in the table below. When you’re done, click Save and Close.
| User Name | Role | Security Context | Security Context Value |
|---|---|---|---|
| Brex_User | Intercompany Accountant | Data Access Set | US Ledger Set |
| Brex_User | Intercompany Accountant | Business Unit | US 1 Business Unit |
| Brex_User | Financial Analyst | Data Access Set | US Ledger Set |
| Brex_User | General Accounting Manager | Data Access Set | US Ledger Set |
| Brex_User | General Accountant | Data Access Set | US Ledger Set |
| Brex_User | Employee | Business Unit | US 1 Business Unit |
Journal Source configuration
You can define a Journal Source to make identifying Journal Entries from your Brex application easy. Step 1: On the Global Search Page, search for Manage Journal Sources and, when it appears under Name, click on it. Step 2: Click the plus icon (+) to create a new Journal Source using the values below:
| Field Name | Value |
|---|---|
| Name | Brex Source |
| Source Key | Brex Source |
| Description | Custom Brex Source |
| Freeze Journals | No |
| Accounting Date Rule | Roll Date |
| Import Journal Reference | Enable |
| Require Journal Approval | Disable |
| Import Using Key | Disable |
| Limit Journal to Single Currency | Disable |
Journal Category Configuration
Configure journal categories for each Brex expense type. Step 1: OnGlobal Search type in”Manage Journal Categories” and, when it appears under Name, click on it. Step 2: Click the plus icon (+) and add the Journal Categories from the table below:
| Field Name | Definition |
|---|---|
| Name | Enter the Journal Category Name (25 characters max) |
| Category Key | Enter the Journal Source key without spaces |
| Exclude from Manual Journal Entry | Check the box to prevent creating journals manually from this user account |
| Name | Category Key | Description | Exclude from Manual Journal Entry |
|---|---|---|---|
| Brex Card Expenses | Brex_Card_Expenses | Brex Card Expenses | Disable |
| Brex Reimbursement | Brex_Reimbursement | Brex Reimbursement | Disable |
| Brex Rewards | Brex_Rewards | Brex Rewards | Disable |
| Brex Collections | Brex_Collections | Brex Collections | Disable |
| Brex Reimburse Liability | Brex_Reimburse_Liability | Brex Reimburse Liability | Disable |
| Brex Repayment | Brex_Repayment | Brex Repayment | Disable |
| Card Expense Refund | Card_Expense_Refund | Card Expense Refund | Disable |
AutoPost Criteria Sets configuration
Follow these steps to set up AutoPost. You can submit a request to your support team to disable AutoPost for your account, but you may lose access to some Brex features, like accruals, by doing so.
Step 1: On Global Search, type in“Manage AutoPost Criteria Sets” and, when it appears under Name, click on it. Step 2: Click the plus icon (+) and enter the mandatory information in the table below. When you’re done, click Save and Close.
| Field Name | Value |
|---|---|
| Name | Brex Autopost Criteria Sets |
| Description | Brex Autopost Criteria Sets |
| Enabled | Checkmarking sets the auto-post criteria |
| Use Batch Creator as Approval Submitter | (Optional) Checkmarking lets you use the batch creator as an approval submitter |
Step 3: After entering the above information, click the plus icon (+) to enter the parameters for the AutoPost Criteria sets.
| Field Name | Value |
|---|---|
| Priority | These can be sequential numbers |
| Ledger or ledger set | Choose the ledger you want to write this expense type, typically your primary ledger. |
| Source | Enter the source for the criteria set |
| Category | Enter the category for the criteria set |
| Accounting Period | Enter the accounting Period for the criteria set |
| Balance Type | Enter the balance type for the criteria set |
| Process All Criteria | Check yes to process all journal under this criteria set |
| Number of Days Before Submission Date | Enter the days to post the journal before the submission date |
| Number of Days After Submission Date | Enter the days after the submission date when you want the journal to be posted. |
Below is an example table that gives details and values for setting up the Autopost Criteria.
| Priority | Ledger or ledger set (not Brex specific) | Source | Category |
|---|---|---|---|
| 1 | Brex Primary Ledger | Brex Source | Brex Card Expenses |
| 2 | Brex Primary Ledger EU | Brex Source | Brex Reimbursement |
| 3 | Brex Primary Ledger | Brex Source | Brex Rewards |
| 4 | Brex Primary Ledger | Brex Source | Brex Collections |
| 5 | Brex Primary Ledger | Brex Source | Brex Reimburse liability |
| 6 | Brex Primary Ledger | Brex Source | Brex Repayment |
| 7 | Brex Primary Ledger | Brex Source | Brex |
| 8 | Brex Primary Ledger | Brex Source | All |
The default value for all records is as follows:
| Field Name | Default Value |
|---|---|
| Accounting Period | All |
| Balance Type | All |
| Process All Criteria | Yes |
| Number of Days Before Submission Date | Null |
| Number of Days After Submission Date | Null |
Integration report configuration into Oracle Fusion
Step 1: From the Fusion Environment go to Tools > Reports and Analytics.
Step 2: Click Browse Catalog and go to Report Path > /shared folders/custom. Step 3: Click Unarchive > Browse and select the catalog file from your local machine. When you’re done, click OK.
A popup will tell you when the upload is complete. Afterwards, you can see the folder in your system.
Setup the Brex integration in your dashboard
Now that you have completed the initial setup in Oracle Fusion, an admin can finish the process from their Brex dashboard.
Step 1: In your dashboard, go to Accounting and click Get started.
Step 2: Select Oracle Cloud and click Continue. If you do not see Oracle Cloud as an option, please reach out to your Brex representative.
Step 3: Input the Username, Password, Structure Code, and Host of your Oracle Cloud instance. Remember to use the Username created earlier in the document.
Check the steps below on how to retrieve the Structure Code and Host information from Oracle Cloud.
- Structure Code
- Log in to Oracle Fusion
- Go to Set Up and Maintenance
- Click on Financial Reporting Structures
- Manage Chart of Accounts Structures
- General Ledger Module
- Click on Search
- Click on Manage Structures
- Click on Search
- Copy the structure code from the structure code column
- Host
- URL of your Oracle Instance
Step 4: Back in your Brex dashboard, the ERP data will load, and you’ll see a message indicating that the data import was successful. Now, Brex and Oracle Fusion are integrated. Brex will start importing your Oracle Fusion fields and values, so you can categorize transactions appropriately in the Accounting tab. A banner will indicate when all of your fields have been imported successfully.
Step 5: Click Oracle Fusion settings and map your GL accounts to indicate how we’ll export your transactions. Map each category on Brex to the appropriate Oracle Fusion account type:
- Accounts Payable: Credit Card
- Card collection and employee repayment bank account: Bank Account
- Rewards Credit: Other Income
- Reimbursement bank account: Bank Account
- Reimbursement liability: Employee Liability
- Reimbursement payout account: Bank Account
Disconnect Oracle Fusion
Step 1: Click your name in the top right of your dashboard, and go to Integrations. Step 2: Next to Oracle Fusion, click the three dots, and choose Disconnect. Disconnecting will not remove any mapping rules previously created, in case you’d like to reconnect Oracle Fusion with the same sign-in credentials at a later time.
FAQ
Password error when connecting to Oracle Fusion—what should I check? One common issue is related to the password used during the setup. Make sure your Oracle Fusion password does not contain any quotation marks (single ' or double " quotes), as this can cause connection errors. If the issue persists, double-check your credentials and ensure all other fields are entered correctly.